Organizing a
Conference
The Main Stages
What is a conference?
A formal meeting of two or more persons for discussing
matters of common concern or to interchange views.
(compiled from the Merriam-Webster Online Dictionary.)
conference. (2009). In Merriam-Webster Online Dictionary.
Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conference
The bringing together of a large group of people – as delegates
– to listen to expert speakers and to take part in arising
discussions and forums (p. 305 Evans 1993).
Who hosts conferences?

Private sector entities
companies
educational institutions
charities
NGO’s

Public sector entities
Government ministries
Utility companies
Emergency services
Why Host Conferences?

To share knowledge and attitudes about a newly
emerged topic

To gain expert updating on a given theme by
national/international experts.

To formulate, as a group of specialists, a
consensus response to a particular topic
Alternative conferences

Audio telephone conferencing
Meeting via linked telephone systems

Audio-visual teleconferencing
Meeting via voice and image transmitted through
television signals

Computer workstation conferencing
Meeting via PC with central coordinator who
distributes information to a ‘circle’ of users

Interactive software conferencing
Meeting via PC that allows each user to interact with
and modify on-screen data.
Main Stages of a Conference
One (The planning)
a.
The ‘go decision’
b.
Strategic planning.
c.
Costing and conference budget.
Two (Further planning and marketing)
a.
Finalising speakers and programme
b.
Promoting conference.
c.
Organizing services.
Three (Implementation)
a.
Preparing the venue
b.
Finalise conference details
c.
Oversee conduct of conference
Four (Post conference tasks)
a. Produce conference accounts and reports and publish it.
b. Pay bills.
c.
Hold team debriefing.
d.
Write and send thank you letters.
The ‘Go’ decision: Factors
This depends on the following:

Adequate commitment by decision-makers.

Adequate financial and administrative resources.

The ability to make a profit.

Potential exposure for a firm’s activities and products.

Potential for acceptance as leader in a specialist field.
‘Go’ activities

Create a conference planning team:
Chairman;
Marketing officer;
Treasurer;
Delegates coordinator;
Hotel and catering services officer and
any other offices as needed.

Devise a conference project plan.

Assign clearly understood and accepted responsibilities to team
members.
Checklist for ‘Go’ stage




Has a committee been formed?
Has a project plan with timeline been devised?
Have all major responsibilities been assigned?
Are adequate financial and administrative
resources available?
Strategic planning

Decisions are made as to:





Theme: is subject interesting and topical?
Venue: is place easily accessed by potential
delegates?
Clientele: are there enough individuals or
organisations interested in the topic?
Speakers: What speakers can the team
interest and what are their costs?
Extra features: Should any tours, trips or social
programmes be included?
Costing and conference budget

To clearly outline the income and costs a break-even chart is
usually used.

Possible costs



Fixed costs: venue fee; speakers’ fees; advertising; hire of equipment.
Variable costs: additional accommodation; additional cover for delegates’
meals; extra delegates’ packs and printed conference papers.
Possible income or offset


The confirmed booking of each delegate space.
Sponsorship from equipment manufacturers; publishers or government
agencies (in return for advertisement at conference).
Where income and expenditure meet is the break-even point. Anything
above this point is profit.
Further planning and marketing

Produce first draft of conference programme.

Advertise conference in specialist journals and magazines that
targeted delegates read.

Mail invitations to potential delegates (especially VIPs).

Set up central unit to handle bookings and act as
communications centre.

Provide a special telephone number.
Organizing conference services

Some eight to twelve weeks before the start date book and confirm the following:
- company providing electrical
equipment.
- firm responsible for decoration.
- the catering company.
- printing of detailed programmes with pictures and
biographies of speakers.
- hiring of transport and drivers.
- the conference venue for approximate numbers, facilities and
equipment, notices and signs required.
Implementation of conference







Ensure that all crucial tasks are carried out.
Attend to speakers’ needs
Ensure delegates comfort and enjoyment.
Look after VIPs
Ensure good press coverage
Plan for easy access and smooth movement
around conference venue
Ensure that registration system works effectively
Post-conference tasks





Dismantle equipment and tidy venue
Pay bills
Produce detailed accounts of sources of total
income and expenditure.
Ensure that visiting speakers are hospitably sent
off and promptly receive fees and letters of
thanks.
Hold a conference debriefing meeting to analyse
outcomes and to learn from experiences.
Conference Administrative
Documents




Conference planning schedules
Draft budgets, interim reports and final
conference accounts
Accounts rendered for goods and services
supplied
Invitation letters to speakers and follow-up
correspondence
Conference Administrative
Documents cont’d.




Form letter to speakers requesting photograph,
biographic notes and synopsis of speeches
Press release to advertise conference
Advertisement copy and publicity material
Conference draft programme, final programme
and day programmes
Conference Administrative
Documents cont’d.




Delegates’ application forms, maps and
factsheets
Letters/forms to book hotel accommodation
Printout of confirmed delegates
Hiring contracts/agreements for conference
services
Conference Administrative
Documents cont’d.




Draft menus, seating plans and layouts
Listing of confirmed VIPs
Draft final press releases, articles and features
Delegates’ wallet documents – day programmes,
talk summaries, handouts, notepads and any
promotional items as ‘giveaways’
Conference Administrative
Documents cont’d.

Social programme itineraries and details

Written briefings to conference committee

Name badges, car parking tickets and place cards

Conference reports

Post conference letters of thanks
References
Evans, D.W. (1993) People Communication and
Organisations. London: Pitman Publishing
conference. (2009). In Merriam-Webster Online Dictionary.
Retrieved February 22, 2009, from http://www.merriam-webster.com/dictionary/conference